Resignation Letter Example: A letter of resignation is a brief document that states your decision to resign, the date of your final day, and how you will transfer your responsibilities. A step-by-step approach and a resignation letter examples are below.
Resignation Letter Example with Sample Templates
What Does Resignation Mean?
Although most jobs in the United States are “at will,” if you want to leave on good terms and maybe use your employer as a reference in the future, consider submitting a resignation letter. We will review some resignation letter examples.
An employee’s resignation letter is an official letter written to their employer informing them they will leave the organization. To put it another way, it’s an official way of quitting.
The purpose of a resignation letter is to establish an official record of notice, provide facts about the employee’s last day, identify any next steps, and preserve a positive note and relationship with the employer.
It’s critical to remember what you should and shouldn’t do when delivering your resignation letter to your boss. The following are the most crucial factors to remember and best practices to follow.
In resigning, you must:
1. Send a physical copy with your signature and an email copy.
2. Go over the final specifics of your job (the last few days on the job)
3. Volunteer to assist in the position’s transition period to someone else at the organization.
4. Give the required amount of advance notice (it will list the number of days in your original employment agreement)
5. Prepare your workstation and belongings in case your employer wants you to go right away.
Try to stay away from:
1. Critiquing the company or any of its employees
2. Refusing to return to work for the duration of your notice period (unless they request you not to)
3. Brag about some fantastic new employment opportunities you discovered
4. Ignoring your employer and refusing to discuss transition plans
5. Ignoring your employer and refusing to discuss transition plans
How to Resign from a Job
Detailed Steps on How to resign from a Job as we check out some resignation letter examples:
Step 1: Check your employment agreement
It’s important to check your employment agreement to determine:
i. How much notice does you need to provide your employer
ii. If there are any legal issues, you need to be aware of
If you still have a copy of your original agreement, it will outline how many weeks of notice you agreed to provide your employer, which is important to know before you announce that you’re quitting.
It may contain other information about company property, non-solicitation of employees or customers, and other clauses that are important to know when resigning.
Step 2: Speak to your boss and/or the HR department
Once you know the legal details (see step 1 or speak to a lawyer), go speak to your boss or someone in Human Resources (HR) department before delivering your written letter of resignation.
The conversation should address:
i. That you’re quitting
ii. Why you’re leaving
iii. How much notice you’re giving
iv. What you will do to help transition your work (if appropriate)
v. A request for a reference letter (if appropriate)
Step 3: Deliver an official letter of resignation
This is the most “official” step of how to quit a job. After you’ve spoken with your boss or HR, it will be much easier to write your resignation letter, as you will have agreed on how much notice you’re giving.
What the transition will look like, and the tone of your departure. The letter should be short and to the point, and only a few sentences or paragraphs long.
Once you’ve written it, either email it or print and hand-deliver it to your boss and HR manager.
Step 4: Complete any transition requirements
After someone has officially made the notice, all that remains is to deliver on what you agreed to do in your discussions with your boss and what you stated in your resignation letter example.
This will be a big part of your professional reputation and will play a big role in determining how you’re remembered by the people at the company.
Things to Keep in Mind When Quitting are:
a. Depending on your job, they may ask you to leave immediately, and this step won’t happen.
b. Explain to the members of your team all the things you do and how you do them.
c. Organize your files and share them with the team.
d. Return all company property.
e. Gather your belongings.
Resignation Email Example
In considering your resignation medium or the best means to tender your resignation letter, the Email resignation format could be a great option considering the type of company and the situation of things on the ground. Read through below to understand what it entailed in the Email format of the resignation letter example:
Email Resignation Letter
There are proper and improper methods for quitting your work. It’s usually preferable to quit in person. As you conclude this chapter in your career, a face-to-face conversation shows civility to your soon-to-be-former employer and deepens the relationship.
You never know when you’ll need a networking connection, a recommendation, or a reference letter. If you handled your last days at work with elegance and professionalism, your boss is significantly more inclined to assist you.
There are some circumstances when quitting in person is not possible. Sometimes, personal circumstances require you to leave a job on short notice, or with no notice at all. If you have a family emergency, for instance, and need to leave immediately.
You may need to resign by emailing a message to your manager. Perhaps a face-to-face conversation is not possible because you work remotely in another state. It makes sense, in this case, to resign via email.
Since most likely that’s how the two of you communicate, it won’t seem as abrupt as it would if you worked together in the same office.
Another reason to resign by email is if you work for an abusive manager or in a psychologically unsafe environment. Resigning via email may be your safest option as one of the resignation letter examples.
You’re not sacrificing anything by severing the connection because it’s unlikely that your boss would provide you with a recommendation, anyway. You’re protecting yourself, which comes before career considerations.
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Tips for Emailing Quitting a Job
Below are some tips for you to write the best quitting email for your job:
1. Even if you quit your job via email, giving two weeks’ notice is standard practice. However, if going into the office isn’t workable, you may not provide that much notice. If you have an employment contract, be sure to check on how much notice you are required to provide.
2. Give as much notice as you can in order to maintain a good relationship with your employer.
3. Don’t feel you need to provide details in your letter about why you are leaving. If you don’t want to provide a reason for quitting, you can simply state that you are resigning for personal reasons.
4. This is also not the space to complain about the company or co-workers. Keep your email brief and include only essential details, since they will probably file a copy of this letter in your employee file, and may review it if you ever ask the company for a reference.
5. Your emailed resignation letter should get to your immediate supervisor, with a copy to the Human Resources department at your workplace. Copy your personal email address on the message so you have the email in your records.
What to Include in Your Email Message
When you quit a job using email, there is information you will need to include in your message:
1. The date your resignation is effective.
2. What the company should do with your final paycheck if it’s not direct deposited and you are not returning to work
3. Questions you may have regarding compensation and benefits
3. How the company can contact you with a phone number and personal email address in your signature.
4. You can also include a polite thank you to the company and/or your manager. Make the subject line of your email message “Resignation – Your Name.” Using this straightforward subject line will ensure that your manager doesn’t overlook this important piece of correspondence.
Resignation Email Template
Use this template as a starting point to create your own resignation message.
Subject Line: Resignation – Your Name
First Paragraph
State that you are resigning and include the date when your resignation is effective.
Middle Paragraph
In the next (optional) section of your resignation email message, thank your employer for the opportunities you have had during your employment with the company.
Final Paragraph
Conclude your resignation email message (also optional) by offering to assist with the transition.
Closing
Respectfully yours,
Your Name
Phone
Personal Email
How to Use a Template for a Resignation Letter
You might find it helpful to use our resignation letter template to help you draft your letter quickly.
Follow these steps to make the most of this template:
1. Copy and paste the resignation letter template into a Microsoft Word document, a Google Doc, or an email message.
2. Fill in all of your personal and contact information.
3. Replace the words in the paragraphs with your own to describe your circumstance.
4. Check your spelling and grammar.
5. Send the letter to the address below through email, mail, or in person.
Resignation Letter Template
Copy and paste the below text into a Word document or an email as the starting point for own letter.
[Your Name]
[Your Street Address]
[Your City, State/Province, Country]
[Your Phone Number]
[Your Email Address]
[Today’s Date]
[Employer Contact Name]
[Employer Title]
[Employer Company Name]
Dear Name [Employer Contact Name],
[First paragraph: I am writing to provide you with my formal notice of resignation from The Company. My last day will be January 19, 2018, two weeks from today.]
[Second paragraph: This was not an easy decision to make, and I appreciate your support over the course of my employment at The Company. I truly value the experience, training, and knowledge I gained over the past 5 years. It has been a pleasure working with you and the team.
[Third paragraph: Please let me know how I can help during this transition. I wish you all the best as the company continues to grow.]
Sincerely,
[Image of Signature]
[Your Name]
Sample 2
Your Name
Your Address
Your City, State Zip Code
Your Phone Number
Your Email
Date
Name
Title
Organization
Address
City, State Zip Code
Dear Mr./Ms. Last Name:
I would like to inform you I am resigning from my position as Marketing Supervisor for the Smith Company, effective October 1, 2021.
Thank you for the support and the opportunities that you have provided me during the last two years. I have truly enjoyed my tenure with [insert Name of Company], and am more than grateful for the encouragement you have given me in pursuing my professional and personal growth objectives.
If I can be of any help during this transition in order to facilitate the seamless passing of my responsibilities to my successor, please let me know. I would be glad to help however I can.
Sincerely,
Your Signature (hard copy letter)
Your Typed Name
Two Weeks Notice Resignation Email Message
Email Subject Line: Resignation – Your Name
Dear Mr./Ms. Last Name:
Please accept this message as notification that I am leaving my position with ABCD Company effective September 15.
I appreciate the opportunities they have given me at ABCD and your professional guidance and support. I wish you and the company the best of success in the future.
Please let me know what to expect as far as my final work schedule, accrued vacation leave, and my employee benefits.
If I can be of help during this transition, please let me know.
In the future, you can continue to get in touch with me through my non-work email, firstname.lastname@email.com, or my cell phone, 555-555-5555.
Sincerely,
Your Name
Sample Resignation Letter
[Your Name]
[Street • City • State • Zip Code]
[Phone # • Fax phone # • Messages phone # • Email]
[Date today]
[Recipient’s name]
[Company name]
[Address]
[Address]
[Address]
Dear [Recipient’s name]:
Please accept this letter as my formal notice of resignation from [Company name], effective [date, two weeks from date above]. The associations I’ve made during my employment here will truly be memorable for years to come.
I hope a two week notice is sufficient for you to find a replacement for me. If I can help to train my replacement or tie up any loose ends, please let me know.
Thank you very much for the opportunity to work here.
Sincerely,
[Sign here]
[Your name, title]
cc [Names for copies]
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